Set up an “Email Completed Form with Additional Attachments” Workflow

Automatically email a PDF version of your completed Form and additional attachments with Workflows using the Email Completed Form with Additional Attachments Workflow.

In this Workflow you’ll reference the the File Attachment field names you assigned when creating your associated Template. You must match the field name exactly in order to successfully send the Form attachments.

You’ll also add message body text during your Send Email action. If you want to reference Form or metadata information in your message body, include Workflow variables.

🗒️ Note: Links cannot be included in any email or text messages you dispatch from your GoFormz account. This includes any alphanumeric content that resembles a link (ex. abc123.abc).

If you need to manage a field name, open your Template in the Template Editor of the GoFormz web app. Locate and select the field on your Template, and find the field name in the Properties panel.

Screenshot displaying the location of the field name in the Field Properties panel of the Template Editor in the GoFormz web app.

This is the field name you’ll reference when establishing your Get Form File Attachments action in step 5 of these instructions. Now you’re ready to set up your Workflow.

In the GoFormz web app, navigate to the Workflows tab. Click Create to access the Workflow Recipes Library where you’ll complete the following steps.

Select the Email Completed Form with Additional Attachments recipe.
You’ll navigate to the Workflow Editor.
Click the pencil icon next to the default Workflow name.

Enter a Workflow name.
Establish your Form Completed trigger by configuring your Completed By, Template, and Form completion details.
1. Select the appropriate user-based trigger using the Completed By drop-down menu.
  
  Your Completed By selection indicates the user or users for whom you want this action to apply. Options include Anyone, Specific User, or Group.
2. Select the appropriate Template from the Template menu.
3. If you want this Workflow to trigger only the first time a Form is completed, check the box next to Only run after initial form completion.
Assign your Export Form to PDF settings by choosing the pages to be exported, and naming your PDF.
1. Select the Form pages you want exported to PDF.
  
  Note: If you want to export all Form pages, leave this field blank.
2. Click Advanced.
  Here you’ll assign your PDF a name in Filename.
  
  Note: If you choose not to name your PDF, your PDF will adopt the name of the corresponding completed Form.
Establish your Get Form File Attachments action.

Enter the field names for any file attachment fields you want included in your email in the Collected Fields section.

Click Next.
Configure the details for your Send Email action.
These details include To, Subject, Body, and Attachments.

Note: Use Workflow Variables to reference Form and metadata options in your action.
1. To is where you enter the email addresses of your intended recipients.
  
  Separate multiple email addresses using commas.
2. Enter the email subject in the Subject field.
  
  Note: If you leave this field blank, your subject line defaults to "Message from GoFormz".
3. Manage the message of your email in Body.
  
  Toggle between Editor and Preview modes to review your message and apply changes.
4. This Attachments field determines the PDF and attachments emailed.
  
  Note: This is automatically generated from the Export Form to PDF and Get Form File Attachment(s) steps. Do not change this field.
5. Optionally, modify your From Display Name and Reply To Email in Advanced settings.
Click Save.